Admissons Officer at IIE MSA and IIE Varsity College March, 2024

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Duties and Responsibilities:

Student Application and Admissions Administration

  • Collaborates with the campus student retention team to generate student admissions related queries.
  • Follows up with the campus retention team for missing student information in order to finalise all student admissions related queries.
  • Evaluates retention student admissions against the set admission criteria and communicates the appropriate outcomes.
  • Liaises with the campus student retention team during the admission evaluation process and assessment.
  • Escalates admission queries to the Senior Admission Officer and Office of the Registrar.
  • Liaises with the campus Head Academic Operations on the management of declined admissions and expired offers.
  • Documents management and issuance of appropriate admission letters.
  • Determines conditions associated with student admission and follows up on them thereafter.
  • Determines the eligibility of the admittees onto academic programmes.
  • Tracks student admissions through to registration.
  • Reports on admission progress to the Senior Admission Officer and Head: Academic Operations.
  • Adheres to established service level agreements of the admissions process set by the organisation.
  • Works with the Finance department on finance related issues of admission.
  • Works with the Senior Admission Officer to ensure admission compliance for the campus.
  • Works with the Academic Operations Manager on national admission projects.

Student Registration Administration                                                                                                  

  • Checks pre-requisites for 1st to 2nd semester.
  • Verifies registrations against the admission criteria.
  • Checks the accuracy of student registration information on an ongoing basis.
  • Manages the de-registration and transfer process, and thereafter sends to the Finance department for processing.
  • Follows up on all outstanding documentation and uploads once received.
  • Determines eligibility and captures academic credits.
  • Determines maximum completion time and credit load of such registrations.
  • Maintains student records for a period of two years before archiving the files in line with the data retention regulations of the Protection of Personal Information Act (PoPIA).        
  • Ensures compliance of international students from a document perspective.
  • Adheres to the International Student Policy/Procedure and updates reports regularly.
  • Re-audits all registration files in line with the stipulated deadline for the Data Verification Report.
  • Re-audits all registration files by the audit date stipulated by the Registrar, this would include the following; the South African Qualifications Authority SAQA / Universities South Africa (USAF) qualifications, study visas and all conditional acceptance – including remarks, international Students and all outstanding documentation.
  • Tracks and monitors conditional admissions throughout the year such as one module outstanding / Universities South Africa (USAF) / South African Qualifications Authority (SAQA)/ combined National Senior Certificate (NSC ) / study visas and all other ad hoc conditional admissions.
  • Adheres to the established service level agreements of the registration process set by the organisation.
  • Drafts letters for current students such as; Proof of Registration letters, Travel letters, Medical Aid letters, Universities South Africa (USAF) letters, SAQA letters and Study Permit letters for Returning students.

Graduation                                                                                                      

  • Determines eligibility of the graduation cohort including late graduation.
  • Identifies and advises of any students who are graduating outside of their graduation year (exception graduates).
  • Verifies student information for prospective graduates.
  • Prepares Short Learning Programme (SLP) and Corporate offer certificates.
  • Checks the graduation programme for sign off.
  • Ensures that graduation timelines are met.
  • Facilitates qualification certificate re-prints.

Ticket Management

  • Processes assigned admission, graduation & registration tickets received face-to-face or via Assist.

Reports & Other

  • Facilitates continuous communication with the Assistant Registrar in relation to resolving the Registrar related queries.
  • Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the Admission Centre.
  • Performs other ad hoc administrative and/or reporting duties as and when required.

Competencies required:

  • Superior interpersonal and communications skills
  • Computer proficiency
  • Planning skills
  • Time management skills
  • Deadline and results driven
  • Best suited to a friendly, organised and systematic person who has an eye for detail and who works accurately and is able to handle pressure

Minimum Education Requirements:

  • Minimum of a National Diploma/Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) advantageous.

Minimum Work Experience Requirements:

  • Minimum of 2 years administrative experience (ideally with admissions experience).

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